First-time setup checklist

Sign in with the administrator account your organisation was created with.

The Tenant Registry holds the codes the rest of the system picks from. Review each tab (Patient & Visit Flow, Medical Context, Staff & Resources, Billing & Payments, System / Misc) and add or edit entries. At minimum, check:

• Staff Types: the roles you will give staff, each marked Clinical or Non-Clinical. The onboarding wizards only offer staff types from this list.
• Service Types: how your Service Catalog is grouped.
• Bill Types and Payment Methods: what you bill and how you take money.
• Document Categories: the kinds of patient documents you store.

A code cannot be changed after you create it, so choose codes carefully. See Tenant registry and vocabularies.

Add the services your first centre offers with Add service, grouped into categories with Add category. You need at least one active service before you can create a centre, because the centre wizard asks which services the centre offers, and doctors are later mapped to these services.

The Add service dialog shows the form your implementation team publishes for the Service Catalog — Add Service placement. If it says No Add service form is configured, ask your implementation team to publish that form first. See Service catalog and categories.

Select Add Clinic to open Centre Onboarding. It has three steps: Centre Identity, Address & Contact and Centre Working Hours. In Centre Identity you enter the centre name and Centre Code, choose centre types and operational units, and pick the departments and services the centre offers.

The centre code becomes the prefix of every UHID issued at that centre, so set it before you register patients. After the wizard, use the Clinic Configuration tabs (Basic Information, Working Hours, Departments, Services) to complete each centre. Repeat for every centre. See Centres and clinic configuration and Departments and units.

On the Organisation tab, check the Staff types section (roles and which roles inherit from which) and the Permissions section, where you choose for each staff type which actions it may take on each area and how far that reaches (Own, Unit, Unit and below, Centre or Organisation). A staff type also inherits the permissions of the staff types it sits under; apart from that, a new staff type can do nothing until you grant permissions.

In the Org tree section, set the head of each centre and department. Heads receive escalations, and staff with no reports-to manager report to their department head, then their centre head. See Roles and permissions and Org tree, reporting lines and access scope.

Select Add User, choose Clinical Staff or Non-Clinical Staff, and select Continue. The wizard has three steps: Staff Identity, Address & Contact, and Centre & Working Hours. Choose the staff type, set a password, and pick the centres (and, for clinical staff, the departments in each centre) the person works in. The first centre you pick becomes their primary centre.

Each person needs a mobile number that no other staff member uses. Set departments carefully in the wizard: changing a user's clinics later from Edit User replaces their department assignments with centre-wide ones. See Users and staff onboarding.

Select Add User, choose Doctor, and complete Doctor Onboarding: Staff Identity, Address & Contact, Centre & Working Hours, and Consultation Fees. For each centre, pick at least one department and one service; a doctor with no service at a centre cannot be booked there.

Then open SettingsClinic & Doctor SetupDoctor Configuration to review each doctor's Basic Information, Slot Settings (slot length and weekly schedule), Consultation Settings and Centres. Slots are generated from the weekly schedule, so a doctor without one has no bookable slots. See Doctor onboarding and configuration and Weekly schedules, blocks and overrides.

Finish the rest of your services and check their prices. Then set up, as you need them:

• Packages in SettingsPlatform ConfigurationPackages. See Packages: lifecycle, redemption and refunds.
• Payers and tariffs in SettingsPlatform ConfigurationPayers & tariffs. See Payers and tariffs.
• Registration fees, which have no screen yet; your implementation team sets them up. See Registration fees and estimates.

How a price is resolved explains which price a booking uses when several apply.

Many screens show a form that your implementation team publishes for that screen's placement. Without one, the screen shows an empty state instead of the form. Make sure a form is published for every placement you use:

See Clinical forms and placements and Stock in, stock out and transfers.

Set organisation-wide defaults on the Slot Engine, Appointments and Billing tabs at the Tenant (Global) level first, then add Centre or Doctor overrides only where they differ. See System Settings: a tour of every tab and How configuration is inherited.

Then work through the other settings screens you need:

• Notification Rules: who is told about bookings and other events, and how. Appointment reminders are set up here, not on the Reminders tab. See Notification rules and Appointment reminders.
• PDF Templates: invoices, receipts and other printouts. See PDF template editor.
• Document Requirements and Verification: the patient documents you expect and how they are checked. See Document requirements and verification.
• Alert Rules: thresholds that raise alerts. See Alert rules and silences.
• Inventory Settings (SettingsInventory Settings): your pharmacy and general stores. See Stores and store roles.

If you automate care pathways, create them in Journeys: design the steps on the builder canvas, publish, and set the entry rules that enrol patients. Set quiet hours and other journey options on the Journeys tab of System Settings. See Journeys overview and concepts, Creating and managing journeys and Schedulers and journey settings.

Check everything end to end with a test patient:

1. Pick a centre in the clinic switcher.
2. Select Quick Create and then New Patient, enter a mobile number, and fill in your registration form.
3. On Choose Action, pick Book Appointment and book a slot with one of your doctors. See Booking an appointment.
4. Check the patient in from All Appointments. See Check-in, late arrival and no-show.
5. As the doctor, open the patient from Consultations and select Begin Consultation. See Consultations.
6. Collect the payment from Payment. See Creating a payment and collecting money.